Conference Operations Manager

Viticus Group•Paradise, NV

6d•$75,000 - $82,000•Onsite

About The Position

The Conference Operations Manager, reporting directly to the Sr. Director of Conference Operations, is responsible for overseeing the planning, coordination, and execution of event services for the Annual Conference and other major events held year-round. This role ensures seamless event operations, from logistics and vendor coordination to onsite management, delivering high-quality experiences that align with organizational standards and goals. The Conference Operations Manager collaborates with cross-functional teams and stakeholders to meet event objectives, manage budgets, and uphold the organization’s mission and vision through exceptional event delivery.

Requirements

Bachelor’s degree in hospitality or a related field; or a combination of education and experience.
Minimum of 5 years of progressively responsible experience in conference operations, event planning, tradeshow management, or hospitality management.
Previous experience managing large-scale conferences, meetings, and multi-day events required.
Demonstrated experience managing cross-functional projects, vendors, timelines, and event logistics simultaneously.
Excellent verbal, written, and interpersonal communication skills.
Ability to communicate clearly and professionally in both individual and group settings.
Strong presentation and public-facing communication abilities.
Skilled in responding effectively to questions, concerns, and changing priorities.
Exceptional organizational, time management, and prioritization skills.
Ability to manage multiple projects, deadlines, and operational details simultaneously.
Strong attention to detail with a high level of accuracy in event logistics and documentation.
Ability to work independently while managing competing priorities in a fast-paced environment.
Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
Strong judgment, decision-making, and problem-solving skills.
Ability to remain calm, flexible, and solution-focused under pressure.
Demonstrates adaptability, resourcefulness, and the ability to effectively manage changing priorities in a fast-paced event environment.
Demonstrates professionalism, discretion, compassion, and integrity at all times.
Ability to establish appropriate professional boundaries while fostering supportive working relationships.
Fully embraces and upholds the organization’s mission, vision, and values.
Demonstrates commitment to exceptional customer service and organizational excellence.
Ability to sit, use hands and fingers, talk or hear, and smell continually.
Ability to stand, walk, and reach frequently.
Ability to frequently lift and carry up to 10 lbs.
Close vision required to see computer monitors, read documents, and operate copy and fax machines.

Nice To Haves

Certified Meeting Professional Designation preferred.
Association or nonprofit event management experience strongly preferred.
Prior experience supervising staff, contractors, volunteers, or temporary event personnel preferred.
Experience managing event budgets, contracts, and vendor negotiations preferred.
Experience with onsite event execution, attendee management, and crisis/problem resolution strongly preferred.
Experience with event registration, housing, mobile app, or conference management platforms preferred (e.g., Cvent, Aventri, Cadmium, EventMobi, Expo Logic).
Ability to climb or balance, stoop, kneel, or crouch occasionally.
Ability to occasionally lift and carry up to 50 lbs.
Distance vision is required to drive an automobile if driving is a requirement of the job.

Responsibilities

Oversee the planning, coordination, and execution of Annual Conferences in Vegas and Nashville and other organizational events held throughout the year.
Manage event logistics including meeting space coordination, room sets, audiovisual needs, food and beverage functions, transportation, signage, security, and onsite operations.
Maintain and ensure accuracy of all event operational documents, including Meeting Event Orders (MEOs), Banquet Event Orders (BEOs), event schedules, and related planning materials.
Coordinate onsite event execution to ensure a high-quality attendee, partner, sponsor, and exhibitor experience.
Serve as onsite liaison for event operations, safety, emergency communications, and issue resolution.
Coordinate and manage temporary staffing agencies, event staff, security personnel, and other contracted vendors.
Oversee event signage planning, production, placement, and sponsor fulfillment requirements.
Support housing management processes, room block coordination, and attendee accommodations.
Develop and maintain positive working relationships with vendors, venues, exhibitors, sponsors, and strategic partners.
Coordinate sponsor operational deliverables and ensure all activation deadlines and event requirements are fulfilled.
Research and recommend innovative event activation opportunities and attendee engagement ideas.
Monitor vendor performance and ensure contractual obligations and service standards are met.
Assist with development, monitoring, and adherence to event budgets.
Track expenses, process invoices, and maintain accurate event-related financial records.
Support affiliate meeting sales, invoicing, and related administrative processes.
Maintain organized operational files, reports, and post-event documentation.
Collaborate cross-functionally with internal departments to support organizational goals and event success.
Provide leadership and operational direction to temporary staff, volunteers, and assigned team members.
Participate in post-event evaluations, debrief meetings, and continuous process improvement initiatives.